This Privacy Policy applies to the UPTM Applicant Portal mobile application ("App") operated by Universiti Poly-Tech Malaysia ("UPTM", "we", "our", or "us"). By using the App, you agree to the collection and use of information as described in this policy.
1. Information We Collect
We collect the following categories of personal information when you register and use the App:
- Full name, email address, and password (for account creation)
- Nationality, date of birth, gender, and passport/IC number
- Academic qualifications and transcripts
- Contact information including phone number and mailing address
- Supporting documents uploaded as part of your application
- Payment transaction details (processed securely via third-party gateway)
- Device information and usage data for analytics and crash reporting
2. How We Use Your Information
Your information is used solely for the purpose of processing your application to UPTM and providing related services:
- Processing and evaluating your admission application
- Communicating application status updates and decisions
- Processing application fees and maintaining payment records
- Sending announcements, news, and important notices
- Improving the App experience through anonymised analytics
- Complying with legal obligations and university regulations
3. Data Sharing
We do not sell or rent your personal information. We may share your data with:
- UPTM administrative staff — to process your application
- Authorised agents — if you applied through a registered UPTM agent
- Payment processors — for secure transaction handling
- Government bodies — where required by Malaysian law (e.g. Immigration Department)
- Service providers — cloud hosting and analytics partners under strict data agreements
4. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes described in this policy, or as required by law. Application data is typically retained for 7 years following the conclusion of the admission process.
When you request account deletion, your account and associated data are permanently removed within 30 days, except where retention is required by law.
5. Data Security
We implement industry-standard security measures to protect your information:
- All data transmission is encrypted via HTTPS/TLS
- Passwords are hashed using bcrypt and never stored in plaintext
- API access requires authenticated bearer tokens (Laravel Sanctum)
- Uploaded documents are stored on secured cloud storage with restricted access
- Regular security audits and vulnerability assessments
6. Your Rights
Under applicable data protection laws, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate information
- Request deletion of your account and associated data
- Object to or restrict certain processing activities
- Withdraw consent at any time (where processing is based on consent)
To exercise these rights, contact us at privacy@uptm.edu.my or use the in-app account deletion feature.
7. Cookies & Analytics
The mobile App does not use browser cookies. We may use anonymised, aggregated analytics to understand usage patterns and improve the App. No personally identifiable information is shared with analytics providers.
8. Children's Privacy
The App is not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with their data, please contact us immediately.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes via the App or email. Continued use of the App after changes constitutes your acceptance of the revised policy.
10. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact us:
- Email: privacy@uptm.edu.my
- Phone: +604-9798 000
- Address: Universiti Poly-Tech Malaysia, Kuala Lumpur, Malaysia